The Email Message system built into Booking Live allows you to automatically send confirmation messages, reminder messages and other messages to your customers via Email. These can be set up to send automatically via usage of the Timeline.

Default Messages

The Booking Live system comes pre-packaged with a number of default messages. These can be found at:

  • Settings > Notifications > System Messages


Message name
Description
Default Recipient
Feedback Request Email
The message sent after and event to request feedback (requires use of the Timeline and Feedback)
Purchaser
Cancellation Email
Sent to the recipient(s) upon cancellation of an order
Purchaser
Confirmation Email
Sent to the recipient(s) upon completion of an order
Purchaser
Confirmation Participant Email
Sent to the recipient(s) upon completion of an order
Participant(s)
Amendment Email
Sent to the recipient(s) upon amendment of an order
Purchaser
Reset Password
Sent to the recipient(s) upon request of a change of password
User
New Account Email
Sent to the recipient(s) upon creation of an account
User
Full Payment Confirmation Email
Sent to the recipient(s) upon full payment of an order
Purchaser
Waiting List Confirmation Email
Sent to the recipient(s) upon completion of a Waiting List Order
Purchaser
Card About To Expire Email
Not actively used
N/A
Invoice Email
Not actively used
N/A

If you have created additional messages (see below for details), then you can select which message is used through the use of the Dropdown field for each system message.


Editing and creating Email Messages

To edit or create a new Email Message, you need to go to:

  • Settings > Notifications > Custom Messages



Here, you can see the list of all existing Email Messages

  • To edit an existing Email Message, click on the  Edit link to the right of the message.
  • To create a new Email Message, click on the (Select type to create) menu to the top-left of the table. Select the relevant type of Email Message (Message General is the most common), and then select  Add button.

Email Message Settings


This screen shows the settings that are available for editing or creating an Email Message. The above example displays the Default Confirmation message.


Setting

Description

    "Main" Tab

Name

The internal name of this Email Message
Email From

The From address to be used by this Email Message
Subject

The Email Message subject line
Message Style

Used to style the Email Message to match site branding (see Message Styling for details)
Message Recipients
Who will receive this Email Message
Message Contents
The content blocks of the Email Message
    "Message Attachments" Tab
Message Attachments
Used to link files to an e-mail, see below for details.
    "Message Test Settings" Tab
Message Test Settings
Used to test the output of an Email, see below for details.

Message Recipients

When you create an Email Message, you can select the Recipients. You can choose from:

  • Current Member (the person who is logged in)
  • Location Recipient (the e-mail address defined for the Location of the Events in the Order)
  • Member Recipient (choose from a User within the system)
  • Named Recipient (used to define your own e-mail recipients)
  • Participant Recipients (the Participants of this Order)
  • Purchaser Recipients (the Purchaser of this Order)

When you include a new Recipient, you can define if they will be in the To, Cc or Bcc lines of the Email.


Message Contents

To add in a new Content Block for the Email Message, you need to select the relevant content item from the dropdown list (Select type to create)and then click on the  Add button.

Content type
Description
Default Example
General Content
The internal name of this Content Block

Feedback Request
The text to be included in this Content Block
NO IMAGE
Invoice
Details of the Order Invoice
NO IMAGE
Order Item Summary
A summary of the Order Items

Order Summary
A summary of the Order, stating Booking Ref, Date, Status, etc

Order Total
The total of the Order and any transactions

Participant Summary
Details of the Participant, based on the Booking Form fields

Email Custom Content
Additional content based on the Email tabs of Locations and Products

Purchaser Attachments
A link to any applicable attachments

Purchaser Summary
Details of the Purchaser, based on the Booking Form fields

Set Invoice Link
A Link to the Order Invoice.
NO IMAGE
Transaction Summary
Plain Text description of any Transactions recorded against this order

Waiting List Confirmation
Confirmation details regarding the Waiting List
NO IMAGE

With most of the Content Blocks, after you click  Add, you will then need to click Save and Close to add it to the Email Message.
You can re-order any of the Content Blocks by clicking and Dragging the  icon to the left of the Content Block.


Edit Message Content Block

To edit the Message Contents, you will need to click on the  Edit icon to the right of the Content Block. Note: Some content blocks cannot be edited, except for Message Rules.

Setting
Description
Name
The internal name of this Content Block
Content HTML
A Rich Text Editor to allow you to create formatted content.
Content TEXT
A Plain Text section to display when the user is unable to view the HTML Content
Message Rules
See below for more details

Message Rules

It is possible to set validation rules for when this particular Content Block will be included in the Email Message. These rules can be added by going to the Message Rules section of the Content Block, selecting the relevant content item from the dropdown list (Select type to create) and then click on the  Add button.

Setting
Description
Has Balance To Pay
Content Block included if there is an Outstanding Balance against the Order
Full Balance Paid
Content Block included if there is no Outstanding Balance against the Order
Incomplete Participant Information
Content Block included if there are incomplete (Optional) fields in the Booking Form
No Refund
Content Block included if
Only New Purchaser
Content Block included if the Purchaser currently does not have an Account on the system
Partial Paid
Content Block included if the Order was partially Paid
Provisional Order
Content Block included if this is a Provisional Order
Recipient Has No Password
Content Block included if the recipient has no Password set on their Account

Message Test Settings

It is possible to be able to test what your emails would look like after you have made some changes. You will just need to have an Order Reference from an existing Order within the system or use a member email in which an Order has been placed against. 

To add a message test setting. Go to the "Message Test Settings" Tab and press "Add Message Test Setting". 


Setting
Description
Name
This is just for reference for when you view this test another time.
Type
This will be dependent on if you have chosen to use an Order Reference or Member.
Order Reference
Enter in the Order Reference from the Order.
Member Email
Enter in the Email Address used for the Order.


Once you have done the above and pressed "Save" on your Message Test Setting. You will then see 2 links appear.

  • Preview HTML - this will show you the look and content of the Order specified. 
  • Preview Text - this will just be plain text of the Order specified.


Please note that this is only a test and some information (like Merge Tags) may not always pull through as it would within your mail box.


Email Merge Tags

The following merge tags can be used within an Email Message:

Merge Tag
Description
{AdminEmail}

The admin email address (as set in General Settings)
{CompanyName}

The name of your company (as set in General Settings)
{Custom:[FIELDNAME]}

Include information from any custom booking form fields.
{FirstName}

The first name of the recipient
{Locations}

A comma separated list of the Locations involved in this order
{OrderReference}

The order reference number
{ParticipantFirstName}

The first name of the participant
{ParticipantSocialTitle}

The title of the participant
{ParticipantSurname}
The surname of the participant
{PasswordLinkBlock}
A link to set the MyAccount password, if not already set.
{ProductName}
A comma separated list of the Products involved in this order
{PurchaserFirstName}
The first name of the purchaser
{PurchaserSurname}
The surname of the purchaser
{Resources}
A comma separated list of the Resources involved in this order
{iCalFeedLink}
A link for the recipient to add this event to their calendar